About DWC

Electronic Adjudication Management System (EAMS) Insider

Issue 34 September 14, 2011

Welcome to EAMS Insider, the newsletter about the Electronic Adjudication Management System (EAMS).

The Division of Workers’ Compensation fields many questions from injured workers, employers, attorneys, insurers, lien claimants, and others about the new system. This newsletter was created to answer those questions and share information. Every month, EAMS Insider will provide information on new developments and what to expect during this transition. Bulletins will also be sent to subscribers for important announcements. (Sign up to be a subscriber at EAMS@dir.ca.gov.)

EAMS updates

Thanks to all of the people who attended the Electronic Filing Expo in Los Angeles on July 29. There was such a great response that another E-Filing Expo is being planned for Van Nuys on Oct. 6.

Like the Los Angeles session, the Van Nuys E Filing Expo will demonstrate the benefits of “joining the E-Team” by becoming an electronic filer using the two methods available:

JET File, which is designed for large-volume filers

E-forms, which is best for small- to medium-volume filers

The expo will be at the Van Nuys DWC office's meeting room, 6150 Van Nuys Blvd. Events will start at 10 a.m. and conclude at 3 p.m., with an hour break from noon until 1 p.m. The program will repeat throughout the day, so plan to arrive sometime between 10 and 2.

Approved vendors and DWC experts will be available for consultation and can get you signed up to become an electronic filer on the spot. There will be refreshments and prizes. Best of all, the expo is free. There is no need to register; just come any time between the aforementioned times.

And for those of you in Northern California that have been asking for an expo in your area, we hope to accommodate you in the future. Stay tuned.

JET File FAQs

JET File has received a very positive response since it went live on June 27. Those who have tried it love it, and you might too. The following FAQs have been compiled to give some insight into JET File. Read through to have questions answered and see if this new electronic filing service is a good fit.

About the basics:

Q: What is JET File?

A: JET File is an electronic filing method that transmits DWC forms and attachments using secure State of California servers. JET File is designed more for large-volume filers.

Q: What are the differences between JET File and e-forms?

A: Some key differences: JET File is currently limited to six forms only, but allows system-to-system filing of multiple documents in one submission. E-forms are submitted one at a time, but all forms and attachments are available for submission. Also, e-form filers have access to the electronic case file in EAMS if they are a party to a case. JET Filers do not have access to the electronic case filers, but can use the public information case search function to research case information.

Q: How much does it cost to use JET File?

A: It depends on which filing method you choose. There are three options: You can purchase software from an approved vendor, or use a third party filer to transmit on your behalf, or build your own transmission process. You will have to weigh the costs and benefits of each method to determine which one suits your business.

The cost of purchasing software or using a third party filer will vary depending on the vendor and the services they offer. A list of approved vendors—those who have tested their services with DWC—is posted on this Web site. If building your own pipeline, costs will include staffing and maintaining your system.

Q: Why are only six forms available for JET File?

A: Because those six forms—application for adjudication of claim, declaration of readiness to proceed (to hearing), declaration of readiness to proceed (to expedited trial), compromise and release, stipulations with request for award, and notice and request for allowance of lien—are the most commonly filed. JET File is designed to reduce the paper flow at the district offices and speed the resolution of cases, and this will happen by redirecting the majority of filings from paper OCR forms to an electronic method.

If you need to file a form that is not available by JET File, you will have to use the OCR form or the e-form, if in the e-forms trial.

Q: If I use JET File to file DORs, will I always have to file DORs using JET File, or can I file OCR forms as well, depending on the situation?

A: JET File is encouraged but not mandatory for the six available forms. You are allowed to use both JET File and OCR forms.

Q: What are the JET File hours of operation?

A: JET File is available Monday through Saturday. Hours are 4:30 a.m. until 7:30 p.m. except for Thursday, when it closes at 5:30 p.m. JET File is not available on Sunday.

Q: When using JET File, how will I know if my documents made it into EAMS?

A: You will be sent an automatic electronic notice to show that your submission was successfully received. A second automatic response will be sent for successful filing into EAMS. All responses will need to be picked up from the user’s account on the OTECH server.

Q: How will I be notified of error?

A: JET Filers receive automatic electronic notice of all errors or acceptance. All errors are delivered in one transmission. Error notices will be placed on the OTECH server for pickup by the filer.

Q: If I send 30 documents in one JET File submission, and one document has errors, does that mean that all 30 documents will have to be redone?

A: No. The 29 error-free documents will be accepted, and you will be sent a notice that details the errors in the problem document so that you can fix them and resend.

A: No. JET File is a way to get your forms into EAMS electronically. You will be apprised of the status of your forms at the time of filing and will get a court date (if applicable), but JET File does not monitor case events like EDEX.

Q: If I submit my forms through JET File, how do I retrieve them to serve copies on other parties?

A: You must convert your data file into a printable format prior to submission in order to serve the parties in a case. Also, you should keep a copy of everything you submit for your own records.

Q: If I print out a form I submitted to JET File, is this considered a legal document?

A: The XML transmission to JET File is considered the original document, and a printed PDF document is acceptable for legal purposes as long as the information is the same. See the court administrator regulations for more information.

Q: Can I submit walk-through documents using JET File?

A: Yes, you can JET File compromise and release and stipulations.

About e-forms and JET File:

Q: I understand participants in the e-forms trial can use JET File. How does that process work?

A: E-filers may file the six forms available in using JET File. All other forms must be submitted by e-forms. In other words, the restrictions on OCR filing in the e-forms trial agreement remain binding at this time.

Q: As an e-filer, I have access to the electronic case file in EAMS when I’m a party to a case. If I’m using JET File, how will I see what’s in the EAMS case file?

A: You can view the case file as you normally would as a case participant in the e-forms trial.

Q: Our firm is in the e-forms trial, and we have one person in the office who is our “e-forms expert,” in charge of signing in on the computer, filing forms, etc., because they know the procedures. Do we need to designate one person as our “JET File person”?

A: The JET File trading partner agreement specifies that each office have a contact person, and that their information be filed with DWC, which is similar to the e-forms trial agreement. However, as in the e-forms trial, it does not mean only the contact person can use JET File in your office.

About lien claimants:

Q: I filed some liens months ago, and have yet to receive any notices. The district office told me the liens haven’t been processed yet. Can I re-file them using JET File?

A: No, because that would result in duplicate filing. It would be time-consuming for the district offices to go through their files to find unprocessed forms. Consider that since JET File bypasses the paper queue, it will allow the district offices to catch up on their backlog, and process your paperwork faster. You can file new liens using JET File.

Q: If I use a third party filer to JET File, will I always have to use JET File after that?

A: No. You have the option of filing your own forms by OCR or e-forms.

About building a transmission method:

Q: I want to build my own transmission method. How do I get started?

A: The first step is to develop an XML transmission code using specifications published by DWC. When your code is finished, you will need to conduct testing to make sure that transmissions will be received by DWC. Appointments for testing can be scheduled by emailing JET@dir.ca.gov. When your software has been validated through testing with DWC you then fill out and submit the Excel spreadsheet portion of the trading partner agreement. There is a developer check list on the “JET File information for developers” Web page that goes into more detail.

There’s a new JET File developer page that shows step-by-step how to build a transmission method. It also includes the validation testing schedule for September and November.

E-forms trial update

JET File is great for large-volume filers, and smaller volume filers have an ideally suited electronic filing method in e-forms. It’s easy to sign up: Print out the e-forms trial agreement, fill it out and sign it, and then scan it before sending it to cru@dir.ca.gov. There is a waiting list, so allow up to two months to start e-filing.

EAMSInsider is published every month by the DWC Communications Office. It can also be found on the division’s Web site at www.dir.ca.gov/dwc/EAMS. Questions? Comments? Story ideas? Email EAMS@dir.ca.gov